The FAQ Files: What’s the Difference Between Proofreading and Copy Editing?
If you’ve ever wondered whether you need a proofreader or a copy editor (or both), you’re not alone. These two terms often get used interchangeably, but they’re not the same thing.
While they both deal with polishing a piece of writing, they focus on different layers of the text. In this post, I’ll break down the core differences, why it matters, and how to know what level of editing your work actually needs.
Proofreading vs Copy Editing: The Basics
Think of editing like building a house:
• Copy editing is the construction phase. It checks the bricks - your sentences, your paragraphs, your phrasing - and ensures they’re sound. This is where you fix inconsistencies, awkward syntax, grammar glitches, and clarity issues.
• Proofreading is the final inspection. It catches the little things that might have slipped through: spelling errors, missing punctuation, rogue double spaces.
Both are important. But if your copy has never been reviewed before, you would probably need more than just a proofread.
So What Does a Copy Editor Actually Do?
A copy editor gets into the nitty-gritty of your text. Here’s what their job might include:
Checking grammar, spelling, and punctuation
Fixing clunky or unclear sentences
Standardising style and tone across your document
Spotting repetition, filler, or off-brand language
Clarifying meaning while staying true to your voice
It’s a collaborative process. A good copy editor won’t bulldoze your words - they’ll refine what’s already there and make your message sharper, clearer, and more consistent.
And a Proofreader?
Proofreading is the final polish. It typically comes after a piece has already been copy edited. It’s not about rewriting or improving clarity - it’s about accuracy and catching sneaky errors.
A proofreader checks for:
Typos and misspellings
Formatting issues (like inconsistent headings or spacing)
Punctuation errors (think rogue apostrophes or serial comma mishaps)
Final grammar tweaks
They work with a light touch, ensuring the final product is clean, professional, and ready for print or publication.
Why It Matters to Know the Difference
Knowing the difference between copy editing and proofreading helps you get the right support, without overpaying or under-polishing your work.
It also helps you understand what to expect from your editor. If you’re asking for proofreading but hoping someone will rework your awkward sentences or improve the flow of your writing, you might be disappointed. Equally, if your copy is already strong and just needs that final polish, you don’t want to pay for a heavier service than you need.
The good news is that I offer both.
When you book my Copy Editing service, Proofreading is automatically included. I’ll refine your writing for clarity, tone, and structure - and then proofread it before I return it to you, so you’re not paying twice. You’ll receive a polished, professional piece that’s ready to publish, pitch, or submit with confidence.
If you’re only after a final check, my Proofreading service is available as a lighter, standalone option too.
One More Thing…
If you’re not sure which service is right for you, that’s completely okay.
Many of my clients come to me feeling unsure about what their writing needs - they just know it’s not quite working yet, or they want to be sure it’s error-free before it goes out into the world.
I’ll never upsell you something you don’t need. Instead, I’ll take a look at your work, ask a few thoughtful questions, and give you honest guidance on what would be most helpful. Whether it’s a full copy edit, a gentle proofread, or a combination of the two - I’ve got you covered.
Ready to feel proud of your writing - and confident it’s saying exactly what you want it to?
Whether you’re polishing your website, finishing your novel, or submitting an academic piece, I can help you get there.
Whether you’re a professional, writer, or student, I offer tailored editing support to help your work land with clarity and confidence.
Proofreading services are available separately, or included in all Copy Editing packages.
Not sure where to begin? Contact me here - I’ll help you find the right fit.
